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A relieving letter is an official document an employer provides to an employee who has resigned or completed their contract. It is an essential document that certifies the employee’s work experience and completion of their employment with the company. A relieving letter typically includes details about the employee’s tenure, job responsibilities, achievements, and other relevant information.
In this blog, we will discuss the format, meaning, and samples of a relieving letter, along with tips on how to write an effective relieving letter.
Format of a Relieving Letter
The format of a relieving letter may vary depending on the organization’s policies and requirements. However, the following are the standard elements that should be included in a relieving letter:
- Company Letterhead: The letter should be written on the company’s official letterhead.
- Date: The date of the letter should be mentioned.
- Employee Details: The employee’s name, designation, and department should be included in the letter.
- Date of Joining and Resignation: The date of joining and the employee’s resignation date should be mentioned.
- Job Responsibilities: Include a summary of the employee’s responsibilities and achievements.
- Feedback: If applicable, feedback on the employee’s performance and conduct during their tenure should be included.
- Appreciation: A note of appreciation for the employee’s contributions to the organization should be added.
- Contact Details: Contact details of the person who the employee can contact for any future queries should be mentioned.
- Signature: The letter should be signed by the authorized person from the company.
Samples of a Relieving Letter
Sample 1:
| [Company Letterhead] [Date] [Employee Name] [Employee Designation] [Employee Department] Dear [Employee Name], This certifies that you have completed your employment with our organization from [Date of Joining] to [Date of Resignation]. You have demonstrated professionalism, dedication, and hard work during your tenure with our organisation. Your contributions to the organization have been invaluable, and we appreciate your efforts in making our organization successful. We would like to take this opportunity to thank you for your service and wish you all the best in your future endeavours. In case of any queries, please contact [Contact Person Name] at [Contact Number] or [Email ID]. Sincerely, [Authorized Person Name and Signature] [Designation] |
Sample 2:
| [Company Letterhead] [Date] [Employee Name] [Employee Designation] [Employee Department] Dear [Employee Name], This is to inform you that the management has accepted your resignation, submitted on [Resignation Date]. As requested, your last working day with the organization is [Last Working Day]. We appreciate your contributions to the organization during your tenure and wish you all the best in your future endeavours. We hope the experience gained during your time with us will be valuable in your future career. Please collect all your dues from the HR department, including your salary, incentives, and any other pending payments. Please also ensure you have cleared all your outstanding dues, if any. In case of any queries, please contact [Contact Person Name] at [Contact Number] or [Email ID]. Sincerely, [Authorized Person Name and Signature] [Designation] |
How to Write Relieving Letter?
Writing a relieving letter can be straightforward if you follow the proper format and include all the necessary details.
Here are the steps you can follow to write a relieving letter:
- Start with the basic information: Begin by including the date, your company’s letterhead, and the employee’s name and address. Make sure to address the letter to the employee by name.
- Mention the employee’s last working day: Clearly state the employee’s last working day in the organization. This date should be mentioned in the first paragraph itself.
- Express appreciation: Take the opportunity to thank the employee for their contribution to the organization. Express appreciation for their hard work, dedication, and the skills they brought to the job.
- Offer assistance: Let the employee know you are available to assist if they have any questions or concerns. Provide your contact information so that they can get in touch with you.
- Provide details of pending payments: If there are any pending payments or benefits the employee is eligible for, mention them in the letter. Make sure to include the details of these payments, such as the amount and date they will be paid.
- Provide details of the return of company property: If the employee was using any company property, such as a laptop, phone, or other equipment, make sure to include details about returning them.
- Close on a positive note: End the letter by wishing the employee success in their future endeavours.
- Sign off: Close the letter with your name, designation, and signature.
Remember to keep the letter’s tone professional, courteous, and appreciative. A relieving letter is an important document with legal implications, so review it carefully before sending it to the employee.
Conclusion
A relieving letter is a formal document that proves an employee’s resignation and release from their organisational duties. Ensuring that the relieving letter is written professionally and accurately is important to avoid future legal or reputational issues for the employee and the employer.
When writing a relieving letter, including the employee’s full name, date of resignation, last working day, and the reason for leaving is important. The letter should also contain a positive note acknowledging the employee’s contributions and wishing them well in their future endeavours. It is also recommended to provide contact information in case the employee needs to reach out for any reason.
FAQs
What is the purpose of a relieving letter?
A relieving letter is used to officially acknowledge an employee’s resignation or termination from a job and to confirm that the employee has completed all duties and responsibilities up to their last day of work. It is a crucial document for employees as it proves their work experience and can be submitted to future employers.
How long does it take to receive a relieving letter?
The time it takes to receive a relieving letter can vary depending on the organization’s policies and procedures. Typically, it should be issued within a few days to a week after the employee’s last working day. If there are any pending issues or concerns, it may take longer.
What should be included in a relieving letter?
A relieving letter should include the employee’s name, position, date of joining, date of resignation/termination, last working day, the reason for leaving, and any outstanding dues or payments.
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